Office Manager

Job Purpose

Office Operations & Facilities Management

• Manage the
• day-to-day operations of ADCG offices, ensuring a professional, safe, and
• efficient working environment.
• Oversee
• office facilities, preventive maintenance programs, space utilization, and
• workplace improvements.
• Coordinate
• annual maintenance contracts for office equipment, facilities, security
• systems, access control systems, and other operational requirements.
• Liaise
• with building management, landlords, contractors, and service providers
• regarding maintenance, repairs, and office enhancements.
• Manage
• Civil Defense compliance requirements and coordinate inspections,
• certifications, and renewals.
• Ensure
• adherence to health, safety, and workplace standards across all office
• locations.
• Supervise
• office support staff, including drivers, office assistants, cleaners, and
• outsourced service providers.

Procurement & Vendor Management

• Manage
• office-related procurement activities in accordance with company policies.
• Source
• suppliers, obtain quotations, conduct commercial evaluations, and negotiate
• costs and service agreements.
• Administer
• vendor onboarding and maintain supplier records.
• Monitor
• supplier performance and ensure service-level commitments are achieved.
• Support
• contract renewals and vendor relationship management.
• Identify
• opportunities for cost optimization and improved service delivery.

Invoice Processing

• Process
• purchase requests, purchase orders, and payment requests through Microsoft
• Dynamics.
• Review and
• validate invoices, delivery notes, statements of account, and supporting
• documentation.
• Coordinate
• with Finance to ensure timely invoice processing and vendor payments.
• Maintain
• accurate records within Microsoft Dynamics and other company systems.
• Generate
• administration and procurement reports as required.

Business Travel & Executive Support

• Coordinate
• domestic and international business travel arrangements, including flights,
• accommodation, visas, transportation, and travel-related requirements.
• Manage
• travel bookings through approved travel providers and ensure compliance with
• company policy.
• Support
• visiting executives, board members, candidates, and guests with travel and
• logistics arrangements.
• Monitor
• travel expenditure and identify opportunities for efficiencies and savings.

Office Administration & Corporate Support

• Manage
• office supplies, stationery, pantry inventory, and operational consumables.
• Ensure all
• office equipment and resources are available and functioning effectively.
• Coordinate
• meeting rooms, visitor access, parking arrangements, and business hospitality
• requirements.
• Maintain
• administration records, contracts, licenses, permits, and operational
• documentation.
• Support
• company events, employee engagement activities, and corporate initiatives.

Innovation & Continuous Improvement

• Identify
• opportunities to automate and improve administrative and operational processes.
• Leverage
• technology solutions to improve service delivery, reporting, and operational
• efficiency.
• Support
• digital transformation initiatives involving administration and workplace
• management.
• Recommend
• innovative solutions that enhance employee experience, workplace efficiency,
• and cost control.

Hr & Employee Support

• Support
• onboarding activities, including workspace readiness, equipment allocation, and
• employee logistics.
• Coordinate
• visa-related and relocation administration activities where required.
• Provide
• administrative support to HR processes and employee lifecycle activities as
• needed.

Qualifications

• 5–8 years'
• experience in Office Management, Administration, Facilities Management, or
• Corporate Services.
• Experience
• managing procurement activities, vendor relationships, and office operations.
• Experience
• processing invoices and purchase requests through ERP systems.
• Prior
• experience within a corporate, family office, Holding, or Facilities/ Real Estate services environment is preferred.
• Bachelor's Degree in Business
• Administration, Operations Management, Facilities Management, or a related
• discipline.